Information Pack for Vets - Companion Animal Exports to countries other than New Zealand

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​​​​Introduction

All veterinarians fully registered by a State or Territory Veterinary Board in Australia are able to prepare companion animals such as dogs, cats and pet birds for export from Australia.

Veterinarians must prepare animals to meet the requirements of the importing country.

Registered veterinarians play a major role in the pre-export preparation of companion animals by:

carrying out laboratory testing of animals in accordance with importing country requirements

carrying out specified pre-export treatments

performing the final pre-export health inspection

inspecting transport cages.

Veterinarians should only prepare companion animals for export if they are confident and familiar with Australia’s animal health certification system. This system provides the importing country with confidence that the animal has been prepared correctly prior to being exported, and is essential in maintaining Australia’s favourable position in the international movement of companion animals.

Failure to satisfy requirements may result in the animal’s rejection at the port of entry – with it then being returned to Australia, quarantined or euthanised at the exporter’s expense.

The export of companion animals is highly regulated. It is essential that you – as the registered veterinarian – have a comprehensive understanding of the legislative framework, and that you comply with it.

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Purpose

The Department of Agriculture and Water Resources has prepared this information pack for registered veterinarians to assist in the preparation of companion animals for export to countries other than New Zealand.

This pack can also be downloaded from the department’s website. It is recommended that you check the department’s website before preparing an animal for export to ensure that the advice is up-to-date. You can contact your nearest
Live Animal office if you have further questions.

The department does not provide, and does not require any additional licencing or accreditation for registered veterinarians to prepare companion animals for export.

Legal, ethical and professional responsibilities of registered veterinarians

As a registered veterinarian, you should ensure you are aware of, and comply with all laws and professional standards relevant to your veterinary registration. If you have any doubt about your responsibilities, you should contact your State or Territory Veterinary Board. Any failure to meet the required legal or professional standards introduces the risk of legal liability or adverse professional consequences. Breaches of legislation or other legal rules may lead to court actions for damages and other remedies such as injunctions.

State and Territory veterinary boards

The State and Territory veterinary boards provide veterinarians with advice about professional responsibilities. They also keep registered veterinarians informed of legislative provisions and other issues that may affect them.

Trade Practices: Misleading or deceptive conduct

Conduct in the course of trade or commerce which is “misleading or deceptive or likely to mislead or deceive” is prohibited by the Trade Practices Act 1974 (Commonwealth).

“Misleading and deceptive conduct” has a broad meaning, and can cover:

Giving information that is false, wrong, or that leads into error

Unreasonable promises or predictionr

In general, the conduct need not be deliberate to attract a penalty. It is considered sufficient, for example, if the information is likely to mislead or deceive. Silence may amount to misleading or deceptive conduct. Each State and Territory has legislation on fair trading or misrepresentations that deals with similar issues. Each case is determined on its particular facts, and the specific legislation that applies.

Examples of misleading or deceptive conduct:

A misdiagnosis or a failure to diagnose disease

Inappropriate advice on treatment

Incorrect certification.

Confidential information

If information is given to a registered veterinarian in confidence, then he or she is, in general, obliged to keep that information confidential, unless:

Consent was given by the person who confided it, to disclose the information

The disclosure is required by law.

Confidential information in this sense means information which:

By its nature is confidential

Was imparted in circumstances implying an obligation of confidence

Has not been authorised to be disclosed.

A registered veterinarian may be liable if he or she:

Takes unfair advantage of the information

Discloses it without the consent of the person who confided it.

Managing your legal risks

It is strongly recommended that registered veterinarians obtain independent legal advice, as necessary, about reducing their potential liability. In general, it is recommended that as a veterinarian you take all necessary and appropriate steps to ensure the accuracy and security of your statements.

You should also ensure the accuracy of advice you give and the appropriateness of your diagnosis and treatments, including:

Up-to-date technical knowledge: Maintain up-to-date technical knowledge in your area of expertise and ensure the knowledge is properly applied.

Safety and preventative measures: Consistently apply appropriate, up-to-date safety and preventative measures. This includes the use of protective clothing and effective, best practice decontamination and disease prevention procedures.

Local issues: Maintain your awareness of local animal health issues.

Resolve any doubts: Seek a second opinion from a Government veterinarian responsible for an Operational Program if there is any doubt about the significance of any observation or result, disease case or outbreak.

Manage your records: Establish effective management protocols to ensure the correctness and completeness of your records, and the information and advice issued by yourself as the veterinarian or your employees, agents or sub-contractors.

Careful communication: Ensure your data and communications are not defamatory and do not disclose confidential information inappropriately.

Seek written confirmation: Obtain written consent to disclose information that is confidential or potentially defamatory.

Protect your information system: Establish effective management protocols to protect the integrity and security of your record keeping systems and data from unauthorised intrusion or disclosure. This applies, in particular, where shared systems such as the internet are used.

Check legal requirements: Ensure that information is only disclosed in accordance with legal requirements.

Ethical requirements

Ensure that ethical conduct is an integral part of your professional activities, and the conduct of your employees, agents and sub-contractors.

Some aspects of professional behaviour are sufficiently important to a profession to be incorporated into a Code of Ethics. The Australian Veterinary Association has a Code of Professional Conduct that members are obliged to follow. This provides an excellent basis for the ethical and professional standards of all veterinarians.

The Code of Professional Conduct examines in detail the relationship between veterinarians and describes such issues as:

Professional misconduct as judged by comparison with peers

Social relationships between veterinarians

Relationships between assistants and locums

Relationships between official and private veterinarians

Consultations and referrals, objectives and procedure

Relationships between private practitioners and veterinarians employed in commercial enterprise

Relationships between private practitioners and veterinarians employed in laboratories; and

Conflict between the professional and commercial activities of a veterinarian.

As a veterinarian, you are expected to adhere to the highest ethical standards to avoid bringing yourself or the veterinary profession into disrepute.

You are urged to examine the Code of Professional Conduct in detail so you appreciate the minimum standards of ethical and professional conduct you are expected to maintain as a veterinarian. Appropriate standards for veterinary practice and conduct are also set by Veterinary Registration Boards. Registered veterinarians should ensure that they are familiar with any such standards or guidelines issued by Veterinary Boards from time to time.

Conflict of Interest

When a conflict of interest arises

A conflict of interest issue arises if there exists:

A conflict between one person’s own interests and that of another person or body

A conflict between a person’s differing obligations to two or more other people

The appearance of such a conflict.

A veterinarian is obliged to:

Promptly declare any apparent, actual or potential conflict of interest to the Chief Veterinary Officer and the Official Government veterinarian

Take all reasonable practicable steps to avoid that conflict.

A conflict of interest issue may arise, if for example, you have:

Any financial or pecuniary interest in animals or land involved

A relationship with a client, vendor or purchaser involved

A business or social interest with any party

Been under pressure or offered an inducement in relation to the service.

Managing a Conflict of Interest

You should not, in your capacity as a veterinarian, carry out tests, certifications or related tasks involving any animal or property in which:

You have a financial interest

One of your associates has an interest (an associate may include, for example, a family member or business partner)

Any corporate entity of which you are an executive office holder or manager has an interest.

As it is vital for registered veterinarians to comply with requirements for preparing companion animals for export, a step-by-step guide is detailed below.

Step 1: Pre-export preparation

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Check importing country’s requirements

Timeframe: Before starting the export process

It is the exporter’s responsibility to check with the relevant government authority of the importing country and provide the veterinarian with the importing country requirements.

The veterinarian preparing a companion animal for export may wish to check the importing country requirements as part of their due diligence.

The Department of Agriculture and Water Resources holds conditions for the export of dogs, cats, birds and other species to many countries. Conditions for the export of pets or links to the official website of the relevant importing country authority can be found in the Manual of Importing Country Requirements (MICoR) which is available on the department’s website. Where the registered veterinarian is required to complete part of the Health Certificate (eg for export to European Union countries) those certificates can also be downloaded from MiCOR.

Use MICoR or visit the official website of the relevant government authority for the destination country and find out:

If an import permit is required by the country, and if so you should advise your client to apply for this permit

If pre-export isolation of the animal is required

The health requirements such as testing, treatments and vaccinations (e.g. rabies vaccination)

If the importing country has their own health certificate

Conditions of importation to overseas countries can change without notice, so you must confirm the importing country’s requirements from official sources as well as checking MICoR. If the conditions are different from those listed on the MICoR database, notify the nearest department veterinary officer and forward a copy of the conditions to them.
Conditions on an issued import permit usually take precedence over any other sources of information. EXCEPTION: For UAE MiCOR takes precedence over the import permit as this is an agreed protocol.

Below is a list of the top 15 regions where companion animals are exported to:

If the animal is desexed – some countries will accept only animals that have been desexed.

Puppies and kittens are of age to be exported. Where not specified by the importing country, the department observes International Air Transport Association (IATA) standards in relation to the minimum age of animals – they are not to be exported if less than eight (8) weeks. Some countries require animals to be older than twelve (12) weeks or in the case of Vanuatu, Fiji and Qatar, four (4) months for import.

If the animal is pregnant. If so, confirm if animal is allowed to be exported to the importing country. IATA guidelines specify that dogs and cats should not be transported in the last third of pregnancy.

Step 2: As the registered veterinarian, your duties and responsibilities

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Animal identification

Timeframe: Before you can start pre-export testing, treatments or vaccinations

Correct identification of animals is mandatory during preparation for export. There must be no doubt that the animal identified by the health certificate is the animal being exported.

If required by the importing country, an International Organisation for Standardisation (ISO) compatible microchip must be checked or inserted before the commencement of testing, treatment or vaccination. Ensure that the microchip is in place and is able to be scanned. The microchip must be scanned and the number recorded each time a vaccination, test, treatment, examination or inspection is done.

Consistent and accurate descriptions of breed, age, date of birth, sex – including whether or not the pet is desexed (if known), are also an essential part of the identification of companion animals for export. You will be responsible for ensuring complete and full identification in accordance with each country’s requirements, and that the animal’s details are consistent across all documentation presented to the department’s veterinary officer.

Take care with naming breeds as some breeds in Australia are not recognised internationally e.g. Bull Arab and some Poodle crosses. With cross breeds, identify the main breed and be specific e.g. Jack Russell Terrier cross rather than Terrier cross. Popular ‘designer’ breeds such as spoodles, cavoodles and labradoodles should be described properly with the designer name in brackets. For example, Cavalier King Charles Spaniel x Poodle (Cavoodle); Labrador x Poodle (Labradoodle). For cats it is acceptable to use Domestic Shorthair (DSH) as a breed but not ‘moggie’ or ‘crossbred’.

Pre-export isolation

Timeframe: Within timeframe specified by the importing country

In most cases, companion animals exported from Australia are not required to undergo pre-export isolation or quarantine. However, where such isolation is required and where non-department registered premises will be used, you as the registered veterinarian may be given the responsibility (as delegated by the department) to inspect premises used for the pre-export isolation of animals.

Department registered premises include pet transport company isolation rooms and veterinary clinic isolation rooms which are segregated from the rest of the clinic.

As the veterinarian, you must satisfy yourself that the animal will be held in isolation for the time specified by the health requirements, and that no other animals have come in contact with the animal for export during this period. The isolation premises manager/owner must complete a “Declaration by Isolation Premises Management on Pre-Export Isolation of Companion Animals for Export” (Form 1). You will also be required to complete a “Certificate of Pre-Export Isolation for Companion Animals Prepared for Export” (Form 2).

Some countries ask for government pre-export quarantine or for quarantine in a department approved isolation facility (e.g. commercial consignments of dogs and cats to China). If required, you should advise your client to contact the department as soon as possible to make appropriate arrangements.

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Perform testing, treatments and vaccinations of the animal as per importing country’s requirements

Timeframe: Within timeframe specified by the importing country

Sample forms with appropriate declarations have been provided by the department. These are examples of the declarations required to be submitted by registered veterinarians to the department’s veterinary officer responsible for issuing the export health certificate. These sample forms are included as a guide to the declarations required. Registered veterinarians preparing companion animals for export can also use their own forms. Accurate record keeping to support these declarations is extremely important.

Timeframes

Timeframes are very important for the accurate timing of animal testing, treatments and vaccinations for export. Count the first day as Day 0 and use a calendar to help calculate when the next treatment is due (see below). For example, if a treatment is first administered on Monday 2 January 2017, and a second treatment is required four weeks later, the date of the second treatment would be Monday 30 January 2017.

Be aware of the wording of the importing country requirements, as a “month” refers to a calendar month and not just four weeks. You may want to use an online date calculator to assist.

The timing of testing, treatments and vaccinations should be carefully calculated based on the date of export, which refers to the date on which the animal leaves Australia. See examples below.

If the requirements state exported ‘within’ 16 days of testing or treatment then if test is done on 2 January 2017, the animal must be exported before 18 January 2017.

If the requirements state treatments are two weeks ‘apart’ then if first treatment is done on 2 January 2017, the animal can receive the second treatment on the 16 January 2017.

Testing

All tests required by the importing country must be conducted in accordance with internationally accepted standards. Export tests must be carried out at a department approved laboratory, which is NATA accredited. In most circumstances, tests have a limited time validity so it is advisable to confirm the export date before commencing testing.

All test samples must be collected, stored and transported to the approved laboratory in accordance with Australian standards. Samples submitted for testing must be fully identified. The animal’s microchip must always be scanned at the time of testing and recorded on the laboratory submission form. Identification must include details of the owner, animal microchip number and the date of collection.

Provide a copy of the laboratory results to verify that the required tests have been conducted. Check the results carefully to ensure the:

Treatments

Perform all treatments as per the importing country’s requirements and in accordance with the manufacturer’s recommendations, ensuring they are within the timeframe specified by the importing country. If details are not within a specified importing country’s health certificate, you will be required to complete a “Treatment Certificate for Companion Animals Prepared for Export” (Form 3) and provide this to your client who will need to submit it to the department certifying veterinary officer when the export health certificate has been issued. Check if the animals need to be treated for internal and external parasites within a specified time prior to commencement of export.

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Internal parasites:

The animal may need multiple treatments depending on the importing country requirements.

External parasites:

The animal may need multiple treatments depending on the importing country requirements.

Check that the treatments used meet the importing country requirements. External parasite treatments must be registered to be effective.

The wording of the importing country requirements is also important. If ‘topical’ external parasite treatment is specified then use a topical product rather than oral. Topical can be a spray, spot-on or bath rinse.

Vaccinations

Check that animal vaccinations are updated according to the importing country requirements. For primary vaccinations, they must be carried out at least 14 days prior to the animal’s departure (unless conditions or permit say otherwise).

Vaccinations given must be in accordance with manufacturer’s recommendations, i.e. dates between boosters should be followed. Special requirements will be specified on the import permit or importing country’s website.

All vaccination certificates other than rabies should conform to the Veterinary Registration Board of your state or territory guidelines for certification, and include the following information:

The certificate should be titled “Vaccination Certificate” or similar

Date vaccination was administered

Next vaccination due date

Description of the animal should include:

Name of pet (if applicable)*

Microchip number

Breed

Sex

Colour

Age or date of birth

Name and address of the owner or breeder of the animal

Vaccination used:

Minimum information required is the manufacturer and type of vaccine

Vaccine stickers or serial and batch numbers are preferable, however, some countries require batch numbers as well as the expiry date

Use by date of the vaccine in the case of rabies and/or leptospirosis vaccines

Name and address of the veterinary practitioner and veterinary practice

Signature of veterinarian

Veterinarian registration number (preferable).

*Note that in the case of a puppy or kitten changing ownership, the pet’s name may be omitted. Any alterations to the certificate must be signed or initialled and dated by a veterinarian from the same veterinary practice as liquid paper or correction fluid is not acceptable.

Rabies Vaccination

Check if the importing country has a rabies vaccination and serology testing as a mandatory pre-export requirement. You will also have to check vaccination wait periods before export (e.g. EU 21 days before export), as well as wait periods before conducting a Rabies Fluorescent Antibody Viral Neutralisation (FAVN) test after administration of the rabies vaccine, if required by the importing country.

If the animal is returning to Australia:

Rabies vaccination should be considered where there is a possibility that the animal may be returning to Australia within 24 months of export. Advise your client to check the
department’s website for our import conditions, as this is dependent on the country where the pet is returning from.

You may have to conduct a rabies FAVN test prior to the animal’s departure from Australia – blood collection for FAVN can be performed 21 days after vaccination:

A result of 0.5 IU/ml or more is acceptable

A result less than 0.5 IU/ml is not acceptable and in this circumstance you must revaccinate and repeat the testing process

FAVN results are valid for 24 months only and if the FAVN test is due to expire prior to the date of export, you must retest the animal prior to the expiry date.

FAVN samples are to be sent to the Australian Animal Health Laboratory (AAHL) in Geelong, Victoria.

Rabies vaccines are not available for general use in Australia. There are strict controls on the use of rabies vaccine in Australia. Rabies vaccine can be used by registered veterinarians when preparing dogs and cats for export . Other situations where rabies vaccine can be used are under the control and direction of a State/Territory Chief Veterinary Officer (CVO) and are not covered here.

Intervet Australia Pty Ltd is authorised to supply Nobivac Rabies vaccine to registered veterinarians. Registered veterinarians must provide a declaration to Intervet Australia confirming that the vaccine will only be used in dogs and cats that are to be exported from Australia. The validity period for the Nobivac rabies vaccination is three (3) years.

If a rabies vaccination is required, complete a “Rabies Vaccination Certificate” (Form 4) for the animal receiving this vaccine. Ensure that you scan the microchip prior to administering the rabies vaccine and ensure the owner’s name matches the name on their passport. Rabies vaccination should be administered when an animal is at least three calendar months of age, not just twelve (12) weeks, to be considered valid as per the manufacturer’s recommendations.

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Rabies vaccination certificates should always be provided as originals rather than copies. In the event that an original rabies vaccination certificate is misplaced or needs to be reissued, ensure the batch sticker number matches that of the original. Always make a photocopy of the rabies vaccination certificate and keep on file.

You will also be required to keep an “Inventory for the Rabies Vaccine” (Form 5) ordered and held at the practice, any vaccinations given, and destruction details of any unused portions of supplies.

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Health and welfare inspection

Timeframe: Within 72 hours of the animal’s departure from Australia

As the registered veterinarian preparing companion animals for export, you should conduct a final health and welfare inspection of the animal within 72 hours (or a lesser time if specified by the importing country e.g. EU) of the animal’s departure from Australia. Advise your client to book an appointment with you to have their animal inspected.

This final inspection is carried out to establish that:

the animal is free from

clinical signs of infectious and/or contagious diseases

internal parasites

infestation with external parasites

diseases specified by the importing country quarantine authority.

the animal is fit to undertake the journey and that all Australian and international animal welfare requirements have been/will be observed during the preparation and transport of the animal for export.

Conduct the final health and welfare inspection of the animal, ensuring all the required tests, treatments and vaccinations have been performed and that the animal is fit for travel. Complete the “Certificate of Pre-Export Veterinary Health and Welfare Inspection for Companion Animals Prepared for Export” (Form 6). If the registered veterinarian is required to complete part of the Health Certificate (eg for export to European Union countries) thos​e certificates must also be completed and can be downloaded from MiCOR.​

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Principles of Certification

A registered veterinarian should certify only to those matters which are within their own knowledge, can be ascertained by them personally or are the subject of supporting documentation e.g. laboratory report or other veterinarian declaration.

Registered veterinarians should not issue a certificate which might raise questions of a possible conflict of interest, for example, in relation to their own animals.

Certificates should fully identify each animal individually, particularly where several animals are travelling in the same consignment.

Original certificates should always be issued and presented. Copies, either scanned or paper copies, must be kept for a minimum period of three years.

When signing a certificate, a registered veterinarian should ensure that:

they sign and complete any manuscript portions in blue ink (to differentiate an original document from a photocopy)

any alterations to documentation must be struck through neatly and initialled and dated. Liquid paper or correction fluid is not acceptable

all paperwork provided to the department bears the registered veterinarian’s signature, name, qualification, registration number, address, the date on which it was signed and official or practice stamps (where appropriate).

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Source the importing country requirements

Timeframe: Before commencing pre-export preparations

It is the exporter’s responsibility to check with the relevant government authority of the importing country and provide the veterinarian with the importing country requirements before commencing pre-export preparation.

Organise the animal's transport

Timeframe: As soon as possible

Advise your client to book transport for the animal through a pet transport company or directly through the airline.

The crating and transport requirements for carriage of animals by air are specified by
IATA. Advise your client to check with the airline or pet transport company to ensure that the container they intend to use is acceptable and complies with IATA standards. Your client should also check the airline’s accompaniment rules, such as whether the owner must be on board the same flight, and other transit requirements.

If your client wishes to transport more than one animal in a single crate, they should also check with the airline or pet transport company if this is allowed.

The pet container must meet IATA standards and you, as the registered veterinarian, must satisfy yourself by due enquiry and inspection, that the container meets IATA requirements and is suitable for the animal’s transport. It must be new or thoroughly cleaned and disinfected to ensure it is free from dirt, fleas, ticks and other pests and must be presented to you by the exporter prior to use.

Some countries (e.g. Hawaii, Japan, Singapore) specify that the animal be sealed into the transport container with a numbered tamper-proof seal issued by the department. The seal will be provided by the department veterinary officer to the exporter, who will attach it to the crate when the animal is checked in for the flight.

Medication

It is not recommended to send medication with the animal unless it is necessary for the animal’s welfare e.g. there is a long transit during which the medication will be required.

Advise your client to check with the airline whether the medication can travel with the animal.

Sedation and use of tranquilisers

Sedation of the animal for travel is generally not recommended. The
IATA continues to endorse recommendations not to sedate or tranquilise pets or animals in transit.

Submit a Notice of Intention to Export (NOI)

Timeframe: At least 10 working days before the animal departs Australia

Make an appointment with a Department of Agriculture and Water Resources veterinary officer

Timeframe: Within 72 hours of the animal departing Australia

Once your client receives notification that their NOI has been approved by the department, they need to book an appointment with the department’s veterinary officer (see
Live Animal offices). This should be scheduled
after your final health and welfare inspection. Provide them with all
original, completed documentation, along with the import permit if required, and vaccination certificates.

The certifying department veterinary officer requires the following documents:

Laboratory test results

The Treatment Certificate for Companion Animals Prepared for Export form

Clients usually do not have to bring their animals to this appointment if their examinations have been completed by you, a registered veterinarian, unless the importing country requires that an inspection or microchip check must be done by the department’s certifying veterinary officer e.g. Singapore, Vanuatu or the Solomon Islands.

Based on this documentation, the department’s veterinary officer will determine whether the animal has qualified for export and issue an export permit and health certificate.

Disease Freedom Clearance

Generally overseas health conditions for most companion animals require declarations of country freedom from diseases such as rabies and Leptospira species. The department’s veterinary officer will provide this certification.

Arrange post-arrival quarantine

Timeframe: Within timeframe specified by the importing country

Advise your client to prepare arrangements in accordance with importing country’s official post-arrival quarantine requirements e.g. Papua New Guinea. Normally this information is detailed in the information supplied to the exporter at the time of application for an import permit, or appears in
MICoR.

Other relevant information

The following records must be kept for a minimum period of three years for all countries:

Full
identification of animals for which pre-export inspection services were provided, linked to the client.

Dates and places of collection of samples for
tests linking this to the identification of the animals, together with laboratory reports of results. The laboratory report must contain the animal’s identification details, including microchip number.

Where tests are not required to be performed by a NATA accredited laboratory, e.g. those carried out within the private veterinary practice, a record of the date of testing, type of test performed and the test results should be kept. The veterinarian performing the test must sign these records.

Dates and places of all
treatments given, including active ingredients, proprietary name and dose rates. Treatment records must contain full identification of the animals.

Dates and places of all
vaccinations given including details of the manufacturer and batch number of the vaccine. Records must be linked with the identification of the animals and the owner. Records must clearly identify each disease for which a vaccine has been given.

Dates and places of
inspections performed, linked with the identification of the animals and the date of export.

Inventory of rabies vaccines.

Where applicable, dates and places of
inspections of isolation facilities where non-registered premises are used for the pre-export isolation of animals including observations against approval criteria. A written report of inspection must also be kept.